Introduction
Standard Operating Procedures (SOPs) are essential for scaling a business, but most teams build them the wrong way. Many waste hours creating overly detailed documents or rely on AI tools to spit out generic SOPs that no one actually uses. This guide explains how to build SOPs that work—efficient, adaptable, and aligned with your real workflows.
1. Build Technology Around Workflows, Not the Other Way Around
- Your tools should support your workflows, not dictate them.
- Chasing every new feature in your project management software wastes time.
- Start with what your business needs, then align technology to support those workflows.
2. The SOP Time Trap
Many small businesses spend three to ten hours creating a single SOP. That’s time better spent running the business. The biggest mistake is assuming that longer equals better.
Avoid these extremes:
- Over-documenting: Spending hours writing or designing one SOP.
- Under-documenting: Recording a single Loom video and calling it “done.”
The right approach is somewhere in between.
3. The Problem with Overly Detailed SOPs
- The most valuable person (usually the founder or expert) spends too much time documenting instead of delegating.
- Experts explain things from their perspective, not in a way that a new hire understands.
- A five-hour deep dive on one process wastes time and produces incomplete or inaccurate documentation.
- Processes evolve. Spending hours on a fixed, detailed SOP that’s outdated next month is pointless.
Better approach:
- Create short, iterative SOP sessions (20–30 minutes).
- Update gradually as the team uses the process.
- Share responsibility for revisions with your team.
4. The Problem with the “Loom-Only” Approach
Many books and gurus promote recording a Loom video as the easiest SOP method. It’s easy for you, but painful for everyone else.
Why Loom isn’t enough:
- Long videos are unsearchable and hard to skim.
- Revising videos is time-consuming.
- Videos become outdated quickly.
- They shift the burden from the creator to the user.
A Loom recording captures experience, not instruction. A recorded experience is not an SOP.
5. The Rise of AI-Generated SOPs
AI large language models (LLMs) like ChatGPT or others can help organize structure or draft outlines, but generic, auto-generated SOPs are often useless without context.
Why AI alone fails:
- It creates filler language with no alignment to your real workflow.
- It ignores company-specific nuances.
- It gives false confidence, “documentation theater” instead of real clarity.
Use AI to assist, not replace:
- Draft structure or initial formatting.
- Generate consistent headers or templates.
- Never let AI define your actual workflow without human validation.
6. The Balanced SOP Model
The best SOPs combine text, visuals, and simplicity.
Balanced method includes:
- Short text explanations for clarity.
- Screenshots or GIFs for static, repeatable actions.
- Occasional short clips (under 2 minutes) for complex steps.
- Clearly labeled sections: Purpose, Procedure, Examples, FAQs.
Example SOP structure:
- Purpose: Why this process matters and how it supports business goals.
- Procedure: Step-by-step checklist, brief but actionable.
- Examples: Good and bad examples for pattern recognition.
- FAQs: Real questions and answers added over time.
7. The Iterative SOP Method
Instead of doing everything in one sitting:
- Draft the process quickly (20–40 minutes max).
- Test it while performing the work.
- Delegate it and have others update what’s unclear.
- Review their edits and refine.
- Publish only after multiple short iterations.
This phased approach saves time, increases accuracy, and encourages team engagement.
8. AI + Human Collaboration: The Right Way
AI tools are valuable for:
- Creating outlines, structure, and summaries.
- Converting video transcripts into written SOPs.
- Maintaining version control and language consistency.
But the human touch defines:
- Real steps that work in practice.
- Cultural tone and role-specific nuance.
- Prioritization of what matters.
AI can speed up writing, but people make it effective.
9. When to Use Video, Text, or Images
| Format | Best Use | Pros | Cons |
| Video (2 min max) | Visual tasks that rarely change | Fast to record | Hard to update |
| GIF / Screenshot | Interface clicks, static visuals | Easy to edit | Limited explanation |
| Text | Step-by-step logic | Searchable | Needs visuals for clarity |
Mix formats for the best balance.
10. Create a “Process for Processes”
Every business should have a clear method for how SOPs are made, reviewed, and improved.
Define:
- Who owns process documentation.
- How often to review and update.
- The standard format (headers, tone, visuals).
Make it repeatable. SOP creation should be its own SOP.
11. Key Takeaways
- Don’t spend 5 hours writing one SOP. Iterate.
- Don’t rely on AI or Loom videos as a shortcut.
- Balance convenience with usability.
- Involve your team in revisions.
- Focus on clarity, not perfection.
Conclusion
Your SOPs should make work easier, not harder. Whether you’re using Notion, or AI tools, the goal is the same: clarity, adaptability, and real usefulness. Build your SOPs in small sessions, involve your team, and evolve your documentation as your business grows. That’s how you stop wasting time and start building systems that scale.